Operations Coordinator + Site Coordinator Substitute

Communities In Schools of Tennessee

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Job Summary

Communities In Schools of Tennessee (CIS-TN) is a nonprofit that partners with K-12 public schools to surround students with a community of support empowering them to stay in school and achieve in life.

As part of the CIS national network, CIS-TN achieves this mission by placing site coordinators in schools across the state to provide school-wide interventions and case managed services for students in need.

To best support the students, families, schools, community partners, and our staff members involved in this work, CIS-TN staff and board members center all decisions, actions, and services on the following core values:

• Integrity – We openly share how our work is done, and we hold ourselves accountable to the commitments we make.
• Empathy – We intentionally build relationships so we can learn about people’s stories, validate their experiences, and deepen our understanding of situations different from our own.
• Equity – We identify and work towards removing individual and systemic barriers so everyone has the same opportunity to achieve.
• Authenticity – We create space for the people we work with, and for, to be their truthful, complete selves without judgement.
• Collaboration – We bring people together to plan and take action in our work, understanding we make lasting change in partnership with one another

JOB RESPONSIBILITIES

This role serves two purposes:

1. Supporting the administration and oversight of agency’s operations functions (HR, finance, IT)
2. Filling in for CIS-TN site coordinators in Nashville who are on long-term leaves (e.g. parental leave, short term disability, etc.) or potentially short-term leaves (e.g. extended sick time). Operations duties will be modified when on a site coordinator assignment.

This position will report to the COO, and when on a site coordinator substitute assignment, a program manager will provide co-supervision of the site coordinator duties.

This position is based out of Nashville. When carrying out operations duties, the position will work from our main office in Nashville. When on a site coordinator substitution assignment, the position will work from the assigned school.

Job Responsibilities

When on assignment as a site coordinator substitute, the staff member will:

• Report to the assigned school and work from that school for the duration of their substitute assignment.
• Provide services arranged by the permanent site coordinator at that school as directed by their school support plan. Services include school-wide services (e.g. clothing closets, food pantries, family engagement events, daily attendance calls) and case management services (e.g. small groups,1:1 student meetings, family home visits, referrals).
• Maintain regular contact with pre-assigned caseloads, both students and families.
• Potentially recruit students to the caseload, depending on circumstances.
• Maintain relationships with external partners, including volunteers, established by the permanent site coordinator and involve partners in school services where needed and appropriate.
• Regularly update school principals and other school team members about CIS-TN’s work in the school.
• Review school and student specific data to inform services and monitor the CIS-TN program’s progress.
• Regularly update CIS-TN database with services provided and case managed student progress towards goals.
• Prepare routine reports needed for internal and/or external use.
• Regularly meet with a CIS-TN program manager to discuss progress, collect feedback, and make enhancements overall to service delivery.
• Participate in regular site coordinator trainings. (Participation in trainings will occur regardless of whether the staff member is on assignment to ensure they are current in trends, practices, etc. that impact service delivery)

As part of the operations coordinator duties, the staff member will:

• Support office administration tasks including:
  • Keep office supplies stocked; manage agency’s office supply budget.
  • Answer agency’s main phone line and manage incoming calls.
  • Sort and distribute mail.
  • Serve as primary contact with building management for facility needs, such as conference room reservations, recycling/general maintenance, and staff building access.
  • Print and prepare documents for state office meetings, including Board meetings or other external meetings.
  • Prepare and order new hire onboarding materials including, but not limited to, agency merchandise, ID badges, business cards, etc.
• Support HR tasks including:
  • Maintain accurate and up-to-date human resource files, records, and documentation.
  • Answer frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
  • Maintain the integrity and confidentiality of human resource files and records.
  • Perform periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
  • Provide clerical support to the HR department.
  • May assist with payroll functions including processing, answering employee questions, and fixing processing errors.
  • Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.
  • Assist with new hire orientation.
  • Assist with planning and execution of special events such as benefits enrollment, organization-wide meetings, etc.
  • Performs other duties as assigned.
• Support IT tasks including:
  • Manage equipment inventory (computers, printers, etc.) and distribute temporary equipment to staff as needed.
  • Act as a liaison between the organization and the IT consultant on support tickets for all staff.
• Support finance tasks including:
  • Reviewing staff monthly expense reports.
  • Syncs organization’s credit card transactions with expense reporting software.
  • Answers frequently asked questions from employees relative to expense reporting software.
• Operations coordinator duties will be modified during a site coordinator substitution assignment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. Other duties may be assigned by the executive director, program director or program manager as required.

Qualifications

CORE COMPETENCIES

The core competencies of this position include, but are not limited to:

• Administrative Functions: Proficient in navigating internal filing and management systems and consistently completes reporting on time. For this role, the candidate will specifically need to be proficient in Microsoft Office products (particularly Excel), as well as in technology and general office equipment and software (e.g. can troubleshoot basic printer and computer issues, reset WiFi systems, navigate online software platforms with minimal guidance, etc.)

• Decision Making and Problem Solving: Can make timely decisions, and when seeking input from leadership team, comes prepared with an analysis of available data and potential solutions.

• Direct Service Delivery: Understands the key principles of youth development and family engagement and can apply those principles in a school to help students, families and schools meet their goals.

• Relationship Building: Develops and maintains positive relationships with external stakeholders, (including principals, school staff, and community partners) to ensure programs are meeting the community need and to increase exposure and trust of CIS-TN.

• Time Management and Planning: Attends to a broad range of activities by scoping out the length and difficulty of tasks and projects and sets objectives and goals for projects. Needs minimal supervision to execute on deliverables for multiple projects at one time.

EDUCATION and/or EXPERIENCE

Bachelor’s degree required.

Preference for candidates with formal education and/or full-time experience in both direct service-related fields as well as administrative roles.

DIVERSITY & EQUAL OPPORTUNITY

CIS-TN actively seeks to diversify its staff and encourages candidates of historically underrepresented populations to apply for this position, including but not limited to, those identifying as Black/African American, Indigenous/Native, Hispanic/Latinx, Asian, Middle Eastern and other people of color; LGBTQ+ candidates; and candidates with disabilities.

CIS-TN is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

LANGUAGE SKILLS

Conversational to professional fluency in Spanish, Arabic, Kurdish, Somali, and/or Swahili is preferred.

Additional Information

Benefits

How to Apply

HOW TO APPLY

Submit an application at www.cistn.org/careers.

A criminal background check is required for any candidates who are offered a position with CIS-TN.

 

Details

• Date Posted: October 27, 2022
• Type: Full-Time
• Job Function: Administrative
• Service Area: Children / Youth
• Salary Range: 40,000-45,000
• Working Hours: 40 hrs/wk; M-F, 8:00am - 4:30pm